REQUEST FOR PROPOSALS. Michigan Economic Development Corporation. Michigan Defense Center (MDC) Bid Targeting System (Prioritization Process)

Transcription

1 REQUEST FOR PROPOSALS Michigan Economic Development Corporation Michigan Defense Center (MDC) Bid Targeting System (Prioritization Process) RFP-CASE i

2 REMINDER Please check your proposal to make sure you have included all of the specifications in the Request for Proposals. In addition, please submit an electronic version of each of the following: Technical Proposal (Section II-A); Price Proposal (Section II-B); Signed Independent Price Determination Certificate (Attachment B); and Conflicts of Interest Disclosure (if applicable) (Section II-G). BIDDERS ARE RESPONSIBLE FOR ASSURING THAT THE FOLLOWING IDENTIFYING INFORMATION APPEARS IN THE SUBJECT LINE OF YOUR RFP-CASE Technical Proposal and RFP-CASE Pricing Proposal with Company Name, and message 1 of 3 as appropriate if the bid consists of multiple s. The MEDC will not respond to telephone inquiries, or visitation by Bidders or their representatives. Bidder s sole point of contact concerning the RFP is below and any communication outside of this process may result in disqualification. Contracts and Grants Michigan Economic Development Corporation 300 North Washington Square, 3nd Floor Lansing, Michigan contracts&grants@michigan.org IMPORTANT DUE DATES December 19, 2012, at 3:00 p.m.: Questions from potential Bidders are due via to contracts&grants@michigan.org. Please note: The Michigan Economic Development Corporation ( MEDC ) will not respond to questions that are not received by the above date and time. In addition, questions that are phoned, faxed or sent through regular mail will not be accepted. December 21, 2012, by close of business: Responses to all qualifying questions will be posted on the MEDC s website, January 4, 2013, at 3:00 p.m.: Electronic versions sent separately of each of your Technical and Price Proposals due to the MEDC via to contracts&grants@michigan.org. Proposals will not be accepted via U.S. mail or any other delivery method. ii

3 Table of Contents Section I Work Statement... 1 A Purpose... 1 B System Performance and Objectives...1 C System Structure.3 D Maintenance and Support..3 E. Deliverables and Timing... 3 Section II Proposal Format... 5 A Technical Proposal... 5 B Price Proposal... 6 C Proposal Submittal... 6 Section III RFP Process and Terms and Conditions... 7 A Pre-Bid Meeting/Questions... 7 B Proposals... 7 C Economy of Preparation... 7 D Selection Criteria... 7 E Bidders Costs... 9 F Taxes... 9 G Conflict of Interest... 9 H Breach of Contract I Disclosure of Litigation J False Information K Disclosure L Prices Held Firm 11 M Best and Final Offer N Clarification/Changes in the RFP O Electronic Bid Receipt P --Reservation of MEDC Discretion Q -- Bid Protest Period R Jurisdiction Section IV Contractual Terms and Conditions A Contract Terms and Conditions B Contractor Responsibilities C Acceptance of Proposal Content D Project Control and Reports Attachment A Professional Services Contract Terms and Conditions... A-1 Attachment B Independent Price Determination and Prices Held Firm Certification... B-1 iii

4 REQUEST FOR PROPOSAL Michigan Defense Center (MDC) Bid Targeting System (Prioritization Process) RFP-CASE This Request for Proposals ( RFP ) is issued by the Michigan Economic Development Corporation (the MEDC ), Contracts and Grants Unit ( C&G ). C&G is the sole point of contact with regard to all bidding and contractual matters relating to the services described in this RFP. C&G is the only office authorized to change, modify, amend, alter, clarify, etc. the specifications, terms and conditions of this RFP and any contract(s) awarded as a result of this RFP (the Contract ). Contracts and Grants will remain the SOLE POINT OF CONTACT throughout the bidding process. The MEDC will not respond to telephone inquiries, or visitation by Bidders or their representatives. Bidder s sole point of contact concerning the RFP is below and any communication outside of this process may result in disqualification. Contracts and Grants Michigan Economic Development Corporation 300 North Washington Square, 3nd Floor Lansing, Michigan contracts&grants@michigan.org SECTION I WORK STATEMENT A) PURPOSE The MEDC s Michigan Defense Center (MDC) is seeking proposals from interested parties to create a webbased system for internal use, to assist in the identification of high-value federal business contracting opportunities in the defense realm. The system will be used to identify the opportunities which are the most appropriate for Michigan-based firms (FIRMs). The public contracting opportunities which will be analyzed are expected to be in the form of Requests for Proposals (RFPs), discoverable on any of several electronic listing boards (e.g. FEDBIZOPPS, TACOM s ProcNet, misc. bid boards etc.). The system will provide business intelligence information to MDC staff members so that they can identify the best FIRMs to pursue the highest value contracting opportunities identified. B) SYSTEM PERFORMANCE AND OBJECTIVES The performance objectives of the desired solution are below. The vendor s solution must: Serve as a business intelligence assist by providing clean, clear, objective data to MDC staff Allow MDC to target a FIRM for best opportunity (RFP), or an RFP for the best FIRM(s) -1-

5 Allow ranking of RFPs and FIRMs separately, by miscellaneous criteria that will include, but not be limited to: o RFP Criteria/Data Monetary value of RFP Location of RFP requestor (i.e., in Michigan, out of state) The category of the RFP (i.e. by NAICS code or other defined list) Types of business skills/functions the RFP is seeking in a winning FIRM Other business characteristics of the requesting entity behind the RFP As an example, the MDC may wish to rank the top 50 RFPs by one or more criteria above. o FIRM Criteria/Data Length of time FIRM has been in business Duration of FIRM at current location Demographics The category of the FIRM (i.e. by NAICS code or other defined list) FIRM s work history for similar types of work By area of work (NAICS code), skills or functions By customer type FIRM s performance rating FIRM s capacity for the volume requested As an example, the MDC may wish to rank the top 50 FIRMs by one or more criteria above. Allow users to enter or modify the criteria above for any RFP or FIRM Present a visual interface that allows the user to work with RFP criteria and FIRM criteria above, including allowing the user to manage and choose which criteria to use to rank the list of RFPs and FIRMs. Provide views of the ranked lists. Include vendor-created routines that take user s matching priorities and automatically compare the lists to build a visual scorecard for further analysis. The scorecard will dynamically apply the user s priorities to reorder the best FIRMs by the RFPs or the best RFPs for the FIRMs. o o o Allow a way for the user to manage, choose and prioritize the requisite scorecard criteria. NOTE: Vendor s proposal should include a description of the intended approach to create the scorecard. Allow the user to filter scorecard results by any criteria (i.e. by FIRM size, by RFP size etc.). The system should, to extent possible, present the user with some justification, showing data wherever possible, to explain the scorecard rankings. -2-

6 Let user generate printable reports* to include: o o o Sorted RFP lists Sorted FIRM lists Scorecard results * -Reports above will be based on user-entered criteria C) SYSTEM STRUCTURE The system is to be provided using the Software as a Service (SaaS) model. The vendor chosen by the MDC to build the solution will be responsible for hosting the solution on its server or a third-party server with the following capabilities: Uptime/availability of 99% or higher Application of SSL for secure sessions between user and server User accounts and account management with requisite roles vendor suggests D) MAINTENANCE AND SUPPORT Chosen vendor must support the system, including: Telephone support support Inquiries to be responded to within 24 hours Backups of data once per week Application of all required server updates and patches to keep server secure E) DELIVERABLES AND TIMING The following deliverables will be provided by the winning vendor: Deliverable Description Timing RFP Entry Sub-System An interface allowing users to enter and edit the RFPs and their respective criteria FIRM Entry Sub-System Matching Sub-System An interface allowing the users to enter and edit the FIRMs and their respective criteria An interface allowing the users to establish how to score RFPs for FIRMs and vice-versa. A working calculating system with visual scorecard and explanations. Ability to filter and Demonstrated within 2 months of award Demonstrated within 2 months of award Demonstrated within 3 months of award -3-

7 Account Setup and Management update dynamically, based on user input. A back-office interface allowing the administrator to add MDC users and manage their authentication and any roles required. Demonstrated within 5 months of award -4-

8 SECTION II PROPOSAL FORMAT To be considered, each Bidder must submit a COMPLETE proposal in response to this RFP using the format specified. Bidder's proposal must be submitted in the format outlined below. There should be no attachments, enclosures, or exhibits other than those required in the RFP or considered by the Bidder to be essential to a complete understanding of the proposal. Each section of the proposal should be clearly identified with appropriate headings: A) TECHNICAL PROPOSAL 1. Business Organization and History State the full name, address, and phone and facsimile number of your organization and, if applicable, the branch office or other subordinate element that will perform, or assist in performing, the work hereunder. Indicate whether it operates as an individual, partnership, or corporation; if as a corporation, include the state in which it is incorporated. If appropriate, the proposal must state whether the organization is licensed to operate in the State of Michigan. 2. Statement of the Problem State in succinct terms your understanding of the problem(s) presented by this RFP. 3. Narrative Include a narrative summary description of the proposed effort and of the services(s)/products(s) that will be delivered. 4. Technical Work Plans Provide a detailed research outline and timelines for accomplishing the work. 5. Prior Experience Describe the prior experience of your organization which you consider relevant to the successful accomplishment of the project defined in this RFP. Include sufficient detail to demonstrate the relevance of such experience. Proposals submitted should include, in this Section, descriptions of qualifying experience to include project descriptions, costs, and starting and completion dates of projects successfully completed; also include the name, address, and phone number of the responsible official of the client organization who may be contacted. The MEDC may evaluate the Bidder s prior performance with the MEDC, and prior performance information may be a factor in the award decision. 6. Project Staffing The Bidder must be able to staff a project team which possesses talent and expertise in the field of the requirements of this RFP. Identify a Project Manager and staff assigned by name and title. Include biographies, experience and any other appropriate information regarding the work team s qualification for this initiative. Indicate staff turnover rates. Show where the project team will be physically located during the time they are engaged in the work. Indicate which of these individuals you consider key to the successful completion of the work. Indicate the amount of dedicated management time for the Bidder s Project Manager and other key individuals. Do not include any financials for the contemplated work within the Technical Proposal. Resumes of qualifications should be supplied for proposed project personnel. Please Note: The MEDC further reserves the right to interview the key personnel assigned by the Contractor to this project and to recommend reassignment of personnel deemed unsatisfactory. -5-

9 7. Subcontractors List here all subcontractors that will be engaged to accomplish the project described in this RFP; include firm name and address, contact person and complete description of work to be subcontracted. Include descriptive information concerning subcontractor's organization and abilities. Also, the information provided in response to A-5, above, should include detailed information about each potential subcontractor. 8. Bidder s Authorized Expediter Include the name and telephone number of person(s) in your organization authorized to expedite any proposed contract with the MEDC. 9. Additional Information and Comments Include any other information that is believed to be pertinent, but not specifically asked for elsewhere. B) PRICE PROPOSAL Provide the cost/rate/price information for all firms/persons named in your Price Proposal to demonstrate the reasonableness of your Price Proposal. Attach a schedule of all expenses covering each of the services and activities identified in your proposal. The MEDC is exempt from federal excise tax, and state and local sales taxes. The Price Proposal should not include taxes. THE PRICING PROPOSAL MUST BE IDENTIFIED AND SENT SEPARATELY FROM THE TECHNICAL PORTION OF YOUR PROPOSAL ACCORDING TO THE INSTRUCTIONS OF THIS RFP. Separately sealed pricing proposals will remain sealed until the JEC has completed evaluation of the technical proposals. Bidders Please Note: Rates quoted in response to this RFP are firm for the duration of the Contract; no price increase will be permitted. C) PROPOSAL SUBMITTAL Submit separately marked electronic versions of each of your Technical and Price proposals to the MEDC via to contracts&grants@michigan.org not later than 3:00 p.m. on January 4, The MEDC has no obligation to consider any proposal that is not timely received. Proposals will not be accepted via U.S. mail or any other delivery method. BIDDERS ARE RESPONSIBLE FOR ASSURING THAT THE FOLLOWING IDENTIFYING INFORMATION APPEARS IN THE SUBJECT LINE OF YOUR RFP-CASE Technical Proposal and RFP-CASE Price Proposal with Company Name, and message 1 of 3 as appropriate if the bid consists of multiple s. -6-

10 A) PRE-BID MEETING/QUESTIONS SECTION III RFP PROCESS AND TERMS AND CONDITIONS A pre-bid meeting will not be held. Questions from Bidders concerning the specifications in this RFP must be received via no later than 3:00 pm on December 19, Questions must be submitted to: B) PROPOSALS Contracts and Grants contracts&grants@michigan.org To be considered, Bidders must submit a complete response to this RFP, using the format provided in Section III of this RFP, by 3:00 p.m. on January 4, No other distribution of proposals is to be made by the Bidder. The Technical Proposal must be signed physically or electronically by an official of the Bidder authorized to bind the Bidder to its provisions. The proposal must include a statement as to the period during which it remains valid; this period must be at least ninety (90) days from January 4, The rates quoted in the Price Proposal must remain firm for the period indicated in Section II. C) ECONOMY OF PREPARATION Each proposal should be prepared simply and economically, providing a straightforward, concise description of the Bidder s ability to meet the requirements of the RFP. Emphasis should be on completeness and clarity of content. D) SELECTION CRITERIA Responses to this RFP will be evaluated based upon a three-step selection process. The proposal must address the requirements described in Section II of this RFP. The first step is an evaluation of which proposals satisfactorily meet the requirements of this RFP as stated in Section II. 1) Step I Initial evaluation for compliance a) Proposal Content Contracts and Grants will screen the proposals for technical compliance to include but not limited to: Timely submission of the proposal Technical Proposal and Price Proposal clearly identified and sent separately Proposal signed physically or electronically by an official of the Bidder authorized to bind the Bidder to its provisions. -7-

11 2) Step II Criteria for Satisfactory Technical Proposals a.) During the second step of the selection process, proposals will be considered by a Joint Evaluation Committee ( JEC ) comprised of individuals selected by the MEDC. Only those proposals that satisfy the requirements described in this RFP, as determined in the sole discretion of the JEC, will be considered for evaluation in Step II. The JEC reserves the right to request additional information from any Bidder. b.) Competence, Experience and Staffing Capacity The proposal should indicate the ability of the Bidder to meet the requirements of this RFP, especially the time constraints, quality, and recent projects similar to that described in this RFP. The proposal should indicate the competence of the personnel whom the Bidder intends to assign to the project, including education and experience, with particular reference to experience on projects similar to that described in this RFP and qualifications of Bidder s Project Manager and the Project Manager s dedicated management time, as well as that of other key personnel working on this project. Vendor-submitted proposals will be scored as follows: Element Description % of Total Score RFP and FIRM Entry Method of inserting and editing data for RFPs 25% and FIRMs into the system. Because the system requires entry of multiple RFPs and FIRMs over time, the ease of use in managing these lists will be assessed. Scoring System The quality and applicability of the suggested 30% Method approach to scoring the best FIRMs for the ranked RFPs and vice-versa. This includes the quality of the interface and the clarity of the explanations in the scorecard, including the visual views. And, the use of data visualization techniques planned. Configurability The ability to reconfigure the system for new 20% criteria about RFPs, FIRMs or Scoring method. System Design The suggested architecture and platform of the 15% system and its supportability over time. The choice of a design that supports the ability of the platform to be modified and expanded for future data and needs. The security of the platform. Vendor Support The vendor s response time and methods of handling support requests and requests for future modifications or bugs. This also includes any suggested or recommended test methods the vendor plans to implement. 10% -8-

12 c.) During the JEC s review, Bidders may be required to make oral presentations of their proposals to the JEC. These presentations provide an opportunity for the Bidders to clarify the proposals. The MEDC will schedule these presentations, if required by the JEC. d.) Only those proposals receiving a score of 80 points or more in the technical proposal evaluation will have their pricing evaluated to be considered for award. 1) Step III Criteria for Satisfactory Price Proposal a.) b.) c.) d.) Based on what is in the best interest of the MEDC, the MEDC will award the Contract considering value, quality, and the ability to meet the objectives of this RFP, of proposals that were approved as a result of this two-step evaluation process. The MEDC reserves the right to consider economic impact on the State when evaluating proposal pricing. This includes, but is not limited to: job creation, job retention, tax revenue implications, and other economic considerations. The award recommendation will be made to the responsive and responsible Bidder who offers the best value to the MEDC and the State of Michigan. Best value will be determined by the Bidder meeting the minimum point threshold and offering the best proposal that meets the objectives of the RFP. The MEDC reserves the right to award to another best value contractor in case the original Awardee does not accept the award. E) BIDDERS COSTS The MEDC is not liable for any costs incurred by any Bidder prior to signing of the Contract by all parties. F) TAXES The MEDC may refuse to award a contract to any Bidder who has failed to pay any applicable taxes or if the Bidder has an outstanding debt to the State or the MEDC. Expect as otherwise disclosed in an exhibit to the Proposal, Bidder certifies that all applicable taxes are paid as of the date the Bidder s Proposal was submitted to the MEDC and the Bidder owes no outstanding debt to the State or the MEDC. G) CONFLICT OF INTEREST The Bidder must disclose, in an exhibit to the proposal, any possible conflicts of interest that may result from the award of the Contract or the services provided under the Contract. Except as otherwise disclosed in the proposal, the Bidder affirms that to the best of its knowledge there exists no actual or potential conflict between the Bidder, the Bidder s project manager(s) or its family s business or financial interests ( Interests ) and the services provided under the Contract. In the event of any change in either Interests or the services provided under the Contract, the Bidder will inform the MEDC regarding possible conflicts of interest which may arise as a result of such change and agrees -9-

13 that all conflicts shall be resolved to the MEDC s satisfaction or the Bidder may be disqualified from consideration under this RFP. As used in this Section, conflict of interest shall include, but not be limited to, the following: 1. Giving or offering a gratuity, kickback, money, gift, or any thing of value to a MEDC official, officer, or employee with the intent of receiving a contract from the MEDC or favorable treatment under a contract; 2. Having or acquiring at any point during the RFP process or during the term of the Contract, any contractual, financial, business or other interest, direct or indirect, that would conflict in any manner or degree with Bidder s performance of its duties and responsibilities to the MEDC under the Contract or otherwise create the appearance of impropriety with respect to the award or performance of the Contract; or 3. Currently in possession of or accepting during the RFP process or the term of the Contract anything of value based on an understanding that the actions of the Bidder or its affiliates or Interests on behalf of the MEDC will be influenced. H) BREACH OF CONTRACT Except as otherwise disclosed in an exhibit to Bidder s proposal, Bidder is not in material default or breach of any contract or agreement that it may have with the State of Michigan or any of its departments, commissions, boards or agencies, or any other public body in the State of Michigan. Further, Bidder represents and warrants that it has not been a party to any contract with the State or any public body that was terminated within the previous five (5) years because the Bidder failed to perform or otherwise breached an obligation of such contract. I) DISCLOSURE OF LITIGATION Except as otherwise disclosed in an exhibit to Bidder s proposal, Bidder certifies that there is no criminal litigation, investigations or proceedings involving the Bidder (and each subcontractor, if subcontractors will be used to provide the goods/services requested under this RFP) or any of the Bidder s officers or directors or any litigation or proceedings under the Sarbanes-Oxley Act. In addition, Bidders must disclose in the exhibit requested under this Section of the RFP any civil litigation, arbitration or proceeding to which the Bidder (or, to the extent Bidder is aware, any subcontractor) is a party and which involves: (1) disputes that might reasonably be expected to adversely affect the viability or financial stability of the Bidder (or subcontractor); or (2) a claim or written allegation of fraud or breach of contract against Bidder (or, to the extent Bidder is aware, subcontractor), by a governmental or public entity arising out of their business dealings with governmental or public entities. Details of any settlements which Bidder is prevented from disclosing under the terms of the settlement may be annotated as such. J) FALSE INFORMATION If the MEDC determines that a Bidder purposefully or willfully submitted false information in response to this RFP, the Bidder will not be considered for an award and any resulting Contract that may have been executed may be terminated. -10-

14 K) DISCLOSURE All Bidders should be aware that proposals submitted to the MEDC in response to this RFP may be subject to disclosure under the provisions of Public Act 442 of 1976, as amended, known as the Freedom of Information Act ( FOIA ). Accordingly, confidential information should be excluded from Bidders proposals. Bidders, however, are encouraged to provide sufficient information to enable the MEDC to determine the Bidder s qualifications and to understand or identify areas where confidential information exists and could be provided. The FOIA also provides for the complete disclosure of the Contract and any attachments or exhibits thereto. L) PRICES HELD FIRM LENGTH OF TIME PRICES ARE TO BE HELD FIRM: All rates quoted in Bidder s response to this RFP will be firm for the duration of the Contract. No price changes will be permitted. IN THE EVENT THAT PROPOSED CHANGES ARE NOT ACCEPTABLE TO THE MEDC, THE CONTRACT SHALL BE TERMINATED AND THE MODIFIED CONTRACT SHALL BE SUBJECT TO COMPETITIVE BIDDING. M) BEST AND FINAL OFFER At any time during the evaluation process, the JEC may request a Best and Final Offer (BAFO) from any Bidder. This will be the final opportunity for a Bidder to provide a revised proposal. The scope of the changes allowed in the BAFO will be published as part of the issuance of the BAFO request. Bidders are cautioned to propose the best possible offer at the outset of the process, as there is no guarantee that any Bidder will be allowed an opportunity to engage in Pricing Negotiations or requested to submit a Best and Final Offer. N) CLARIFICATION/CHANGES IN THE RFP Changes made to the RFP as the result of responses made to qualifying questions or concerns will be put in writing to each Bidder. If the selection process described in the RFP does not lead to a viable award recommendation, significant deficiencies are identified, or changes in the technical requirements or specifications are needed, the JEC, at its discretion, may prepare a Deficiency Report and Clarification Request (DR/CR) for each proposal determined to be in the competitive range. The DR/CR may include any changes to the original proposal to address the listed deficiencies, including alterations to the original cost proposal to address correction of the deficiencies. Bidders will be allowed to respond in writing to the DR/CR with a revised proposal. The DR/CR response must be submitted by the deadline established by JEC. After reviewing the DR/CR, the JEC will re-evaluate the proposals using the original evaluation method. If an alteration to the originally published evaluation criteria is to be made, the changes in the criteria will be published to all Bidders as part of the issuance of the DR/CR. O) ELECTRONIC BID RECEIPT ELECTRONIC VERSIONS OF EACH OF YOUR TECHNICAL AND PRICE PROPOSALS SENT SEPARATELY MUST BE RECEIVED AND TIME-STAMPED BY THE MEDC TO -11-

15 ON OR BEFORE 3:00 p.m. on January 4, Bidders are responsible for timely submission of their proposal. THE MEDC HAS NO OBLIGATION TO CONSIDER ANY PROPOSAL THAT IS NOT RECEIVED BY THE APPOINTED TIME. P) RESERVATION OF MEDC DISCRETION Notwithstanding any other statement in this RFP, the MEDC reserves the right to: 1) reject any and all proposals; 2) waive any errors or irregularities in the bidding process or in any proposal; 3) rebid the project; 4) negotiate with any Bidder for a reduced price, or for an increased price to include any alternates that the Bidder may propose; 5) reduce the scope of the project, and rebid or negotiate with any Bidder regarding the revised project; or 6) defer or abandon the project. The MEDC s decision is final and not subject to appeal. Any attempt by an applicant, collaborating entity, or other party of interest to the project to influence the awards process, to appeal, and/or take any action, including, but not limited to, legal action, regarding the proposal or awards process in general may result in the applicant s disqualification and elimination form the award process. Q) BID PROTEST PERIOD If a Bidder wishes to initiate a protest of the award recommendation, the Bidder must submit a protest in writing by 5:00 p.m. within (7) seven calendar days from the date of the notice of award sent by the MEDC. The written protest should include the RFP number, clearly state the facts believed to constitute an error in the award recommendation, and describe the desired remedy. Only the information provided within the protest period will be considered in arriving at a decision. The MEDC is not required to take into consideration any material filed by any party after the protest deadline. The MEDC s CEO or designee will provide a written decision to the protesting party after investigating the matter or, if more information is needed, will schedule an informal meeting before issuing a decision. This decision is final. To maintain the integrity of the procurement process and to ensure that procurements are received without undue delay, protests requesting a waiver of the following omissions and requirements cannot be granted: 1. Failure of a Bidder to properly complete sealed bid return envelope instructions; 2. Failure of a Bidder to submit the Bid by the due date and time; 3. Failure of a Bidder to provide samples, descriptive literature or other required documents by the date and time specified; 4. Failure of a Bidder to submit a protest within the time stipulated in the notice to award or as determined by the MEDC. In fairness to Bidders who meet specifications and to prevent delays in procurement, the MEDC will not withdraw an award or re-evaluate bids when a protest maintains that the RFP specifications were faulty or that a bid exceeding specifications provided a better value than a lower bid meeting specifications. -12-

16 R) JURISDICTION In the event that there are conflicts concerning this RFP that proceed to court, jurisdiction will be in a Michigan court of law. Nothing in this RFP shall be construed to limit the rights and remedies of the MEDC that are otherwise available. -13-

17 A) CONTRACT TERMS AND CONDITIONS SECTION IV CONTRACTUAL TERMS AND CONDITIONS 1) The Contract The proposal selected will be subject to the terms and conditions of the MEDC s Professional Services Contract (the Contract ) upon execution of the Contract by the MEDC and Bidder. The standard terms and conditions of the Contract are attached to this RFP as Attachment A. 2) Term of Work It is estimated that the activities in the proposed Contract will cover the period January 1, 2013, through December 31, ) Modification of Service The MEDC reserves the right to modify the requested services during the course of the Contract. Such modifications must be made in writing and may include the addition or deletion of tasks or any other modifications deemed necessary. Any changes in pricing proposed by the bidder resulting from the requested changes are subject to acceptance by the MEDC. Changes may be increases or decreases. In the event changes are not acceptable to the MEDC, the Contract shall be subject to competitive bidding based upon the new specifications. 4) Subcontracting The MEDC reserves the right to approve any subcontractors for the Contract and to require the bidder, upon award of the Contract, to replace subcontractors that the MEDC finds to be unacceptable. 5) Award of Contract The MEDC reserves the right to award all or any part of this RFP and, based on what is in the best interest of the MEDC, the MEDC will award the Contract considering price, value and quality of the bids. B) CONTRACTOR RESPONSIBILITIES The selected Bidder will be required to assume responsibility for all contractual activities offered in this RFP whether or not the Bidder performs them. Further, the MEDC will consider the selected Bidder to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the Contract. C) ACCEPTANCE OF PROPOSAL CONTENT If awarded a Contract, the contents of this RFP will become contractual obligations. The following constitute the complete and exclusive statement of the agreement between the parties as it relates to this transaction: 1) This RFP (including subsequent written clarification provided in response to questions raised by ) and any Addenda thereto; and 2) Final Executed Contract. -14-

18 In the event of any discrepancies between the above documents, the final executed Contract shall control. Failure of the successful Bidder to accept these obligations may result in cancellation of the award. D) PROJECT CONTROL AND REPORTS 1) Project Control a) The selected Bidder (the Contractor ) will carry out this project under the direction and control of the Business Support Unit of the MEDC. b) The MEDC will appoint a Contract Manager for this project. Although there will be continuous liaison with the Contractor team, the Contract Manager will meet with the Contractor's project manager for the purpose of reviewing progress and providing necessary guidance to the Contractor in solving problems which arise. c) The Contractor will submit brief written monthly summaries of progress which outline the work accomplished during the reporting period; work to be accomplished during the subsequent reporting period; problems, real or anticipated which should be brought to the attention of the Contract Manager and notification of any significant deviation from previously agreed upon work plans. d) Within five (5) working days of the execution of the Contract, the Contractor will submit a work plan to the Contract Manager for final approval. This work plan must be in agreement with Section III-A of this RFP as proposed by the Bidder and accepted by the MEDC for contract, and must include the following: (i) The Contractor's project organizational structure. (ii) The Contractor's staffing table with names and titles of personnel assigned to the project. This must be in agreement with staffing of the accepted proposal. Necessary substitutions due to change of employment status and other unforeseen circumstances may only be made with prior approval of the MEDC. (iii) The project breakdown showing sub-projects, activities and tasks, and resources required and allocated to each. (iv) The time-phased plan in the form of a graphic display, showing each event, task, and decision point in your work plan. (remainder of page intentionally left blank) -15-

19 ATTACHMENT A PROFESSIONAL SERVICES CONTRACT TERMS AND CONDITIONS The Michigan Economic Development Corporation (the MEDC ) enters into a binding agreement for professional services (the Agreement ) with CONTRACTOR (the Contractor ). The MEDC and Contractor shall sometimes be referred to in this Agreement individually as a Party or collectively as Parties. Contractor: Federal I.D. No: Name Address Address xx-xxxxxxx I. NATURE OF SERVICES [Contracts and Grants to fill in a description of the Nature of Services based upon the information in the NOI]. II. PERFORMANCE SCHEDULE Starting Date: MONTH XX, 20XX Ending Date: MONTH XX, 20XX The term of this Agreement (the Term ) shall begin on the Starting Date and end on the Ending Date, unless terminated earlier, as permitted under Section V(J) of this Agreement. III. COMPENSATION INFORMATION A) The MEDC agrees to pay Contractor an amount not to exceed $XX.XX during the Term. This amount includes all embedded expenses. B) Payment under this Agreement shall be made by the MEDC to Contractor upon receipt and approval by the Contract Manager of Contractor's billing statement stating that the work for which payment is requested has been appropriately performed. Contractor shall provide the Contract Manager with Contractor s billing statement on a monthly basis. C) All billing statements must reflect actual work done. The specific details of billing statements and payments will be agreed upon between the Contract Manager and the Contractor after the Agreement has been signed and accepted by both the Contractor and the MEDC. Payment of the final 15% of the Contract amount shall be made only after the satisfactory completion of the required work, including all reports, and the submission of the final invoice. D) Changes in the budget will be allowed only upon prior review and written approval by the Contract Manager. E) Contractor s billing statement(s) may be subject to a final audit prior to the release of final payment. A-1

20 IV. MEDC CONTRACT MANAGER Contractor should communicate with the following MEDC representative or designee regarding this Agreement: Sean Carlson Business and Community Development Michigan Economic Development Corporation 300 N. Washington Square Lansing, Michigan V. TERMS AND CONDITIONS A) Contractor Duties 1) Contractor agrees to undertake, perform, and complete the services described in Exhibit A, which is incorporated herein by reference. 2) Within seven (7) business days of the last business day of each month, the Contractor will provide a progress report to the MEDC Contract Manager. The progress report must contain a brief summary of the work accomplished during that month; the work to be accomplished during the subsequent month; and any problems, real or anticipated which should be brought to the attention of the MEDC Contract Manager. Further, this report must provide notice of any significant deviation from previously agreed upon work plans. B) Independent Contractor Contractor will act as an independent contractor under this Agreement, and neither Contractor nor any employee or agent or contract personnel of Contractor is, or shall be deemed to be, an employee of the MEDC due to this Agreement and the relationship between Contractor and MEDC. In its capacity as an independent contractor, Contractor agrees to and represents the following: 1) Contractor will provide the services under this Agreement free from the direction or control of the MEDC as to means, manners, and methods of performance; 2) Contractor has the right and does fully intend to perform services for third parties during the Term; 3) Contractor acknowledges that any work product developed by Contractor in performance of this Agreement shall be the sole property of the MEDC and the MEDC shall have the right to copyright or otherwise protect its rights in and ownership of the work product; 4) The services required by this Agreement shall be performed by Contractor, or Contractor s employees or contract personnel, and the MEDC shall not hire, supervise, or pay any assistants to help Contractor; 5) Neither Contractor nor Contractor s employees or contract personnel shall receive any A-2

21 training from the MEDC in the professional skills necessary to perform the services required by this Agreement; 6) Neither Contractor nor Contractor s employees or contract personnel shall be required by the MEDC to devote full time to the performance of the services required by this Agreement; and 7) Contractor does not receive the majority of its annual compensation from the MEDC. The Parties acknowledge and agree that the MEDC is entering into this Agreement with reliance on the representations made by Contractor relative to its independent contractor status. C) Permits and Licenses Contractor declares that Contractor has complied with all federal, state and local laws requiring any business permits, certificates or licenses required to carry out the services to be performed under this Agreement, and Contractor will maintain those permits, certificates and/or licenses throughout the Term. D) Materials Contractor will furnish all materials, equipment and supplies used to provide the services required by this Agreement. E) State and Federal Taxes The MEDC will not: 1) Withhold FICA (Social Security and Medicare taxes) from Contractor s payments or make FICA payments on Contractor s behalf; or 2) Make state or federal unemployment compensation contributions on Contractor s behalf, or withhold state, federal or local income tax from Contractor s payments. Contractor shall pay all taxes incurred while performing services under this Agreement, including, but not limited to all applicable income taxes. If requested by the MEDC, Contractor shall provide the MEDC with proof that such payments have been made. F) Fringe Benefits Contractor understands that neither Contractor nor Contractor s employees or contract personnel are eligible to participate in any employee pension, health, vacation pay, sick pay, or other fringe benefit plan of the MEDC. G) Workers Compensation The MEDC shall not obtain workers compensation insurance on behalf of Contractor or Contractor s employees. If Contractor hires employees to perform any work under this Agreement, Contractor shall cover them with workers compensation insurance and shall maintain such insurance during the Term. The MEDC may, in its discretion, require Contractor to provide evidence of such coverage. A-3

22 H) Unemployment Compensation The MEDC shall make no state or federal unemployment compensation payments on behalf of Contractor or Contractor s employees or personnel. Contractor will not be entitled to these benefits in connection with work performed under this Agreement. If Contractor files a petition for and receives unemployment compensation, the total amount of unemployment compensation awarded to and received by Contractor shall be deducted from and be an offset against the amount of compensation due and payable to Contractor by the MEDC under this Agreement. I) Access to Records During the Term, and for seven (7) years after the Ending Date, Contractor shall maintain reasonable records, including evidence that the requested services actually were performed and the identity of all individuals paid for such services, and shall allow access to those records by the MEDC or its authorized representative at any time during this period. J) Termination Either Party may terminate its obligations under this Agreement by giving the other Party thirty (30) calendar days prior written notice of such termination. The MEDC may immediately terminate this Agreement upon written notice to Contractor if Contractor materially breaches its obligations under this Agreement or engages in any conduct which the MEDC, in its sole discretion, determines has or could have an adverse impact on the State of Michigan s (the State ) or the MEDC s reputation or interests. In addition, the MEDC may immediately terminate this Agreement upon written notice to Contractor, without further liability to the MEDC or the State, its departments, agencies, and employees, if Contractor, an officer of Contractor, or an owner of a 25% or greater share of Contractor is convicted of a criminal offense relating to a State, public, or private contract or subcontract; or convicted of a criminal offense including, but not limited to, any of the following: embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, attempting to influence a public employee to breach the ethical conduct standards for State employees; convicted under state or federal antitrust statutes; or convicted of any other criminal offense which, in the sole discretion of the MEDC, reflects on Contractor s business integrity. Contractor acknowledges that MEDC s performance of its payment obligation is dependent upon the MEDC Executive Committee s continued approval of funding and/or the MEDC s continued receipt of State funding. In the event that the State Legislature, the State Government or any State official, public body corporate, commission, authority, body or employees, including the MEDC Executive Committee: (a) takes any action which fails to provide, terminates or reduces the funding that is related to the source of funding for this Agreement; or (b) takes any action that is unrelated to the source of funding for this Agreement, but affects the MEDC s ability to perform obligations under this Agreement, the MEDC may terminate this Agreement by providing thirty (30) calendar days notice prior to the effective date of cancellation. In the event, however, that the action of the State Legislature, the State of Michigan or MEDC s Executive Committee results in an immediate absence or termination of funding, this Agreement may be terminated effective immediately upon delivery of notice to the Contractor. In the event of immediate termination of funding, the MEDC will make payment through the effective date of termination for any undisputed services rendered and expenses incurred. A-4

23 The MEDC shall have no obligation to Contractor for any fees or other payments incurred in connection with this Agreement after the effective date of termination. Upon termination, all work product prepared or produced by Contractor pursuant to this Agreement shall be immediately delivered to the MEDC. Payment for any undisputed services rendered and expenses incurred through the effective date of termination will then promptly be made by the MEDC. K) MEDC Employees Contractor will not hire any employee of the MEDC to perform any services covered by this Agreement without prior written approval from the Chief Executive Officer of the MEDC. L) Confidential Information Except as required by law, Contractor shall not use or disclose, either before, during or after the Term, any proprietary or confidential information, including, but not limited to, applications, business bids, business plans, economic development analyses, computer programs, databases and all materials furnished to Contractor by the MEDC (collectively, Confidential Information ) without the prior written consent of the MEDC. Confidential Information does not include information obtained by Contractor from third party sources; that is already in the possession of, or is independently developed by, Contractor; that becomes publicly available other than through breach of this Paragraph; or, is released with the prior written consent of the governmental entity or entities that provided the Confidential Information to Contractor. Contractor acknowledges that all information provided by the MEDC in connection with Contractor s duties under this Agreement shall be treated as Confidential Information unless otherwise stated in this subsection. M) Conflict of Interest Except as has been disclosed to the MEDC, Contractor affirms that neither the Contractor, nor its Affiliates or their employees has, shall have, or shall acquire any contractual, financial business or other interest, direct or indirect, that would conflict in any manner with Contractor s performance of its obligations under this Agreement or otherwise create the appearance of impropriety with respect to this Agreement. Contractor further affirms that neither Contractor nor any affiliates or their employees has accepted or shall accept anything of value based on an understanding that the actions of the Contractor or its affiliates or either s employees on behalf of the MEDC would be influenced. Contractor shall not attempt to influence any MEDC employee by the direct or indirect offer of anything of value. Contractor also affirms that neither Contractor, nor its Affiliates or their employees has paid or agreed to pay any person, other than bona fide employees and consultants working solely for Contractor or its Affiliate, any fee, commission, percentage, brokerage fee, gift or any other consideration contingent upon or resulting from the execution of this Agreement. In the event of change in either the interests or services under this Agreement, Contractor will inform the MEDC regarding possible conflicts of interest which may arise as a result of such change. Contractor agrees that conflicts of interest shall be resolved to the MEDC s satisfaction or the MEDC may terminate this Agreement. As used in this Paragraph, conflict of interest shall include, but not be limited to, conflicts of interest that are defined under the laws of the State of Michigan. A-5

24 N) Representations of Contractor Contractor affirms to the best of its knowledge that it or its owners: 1) Do not have any criminal convictions. 2) Are not subjects of any pending criminal investigation. 3) Are not subjects of any past, present or pending investigations by the Internal Revenue Service or any other federal or state taxing body or court. 4) Are not subjects of any past, pending or present litigation regarding its conduct. 5) Are not in material default or breach of any contract or agreement that it may have with the State of Michigan, the MEDC or any other public body. Contractor further represents and warrants that it has not been a party to any contract with the State, the MEDC or other public body that was terminated within the previous five (5) years due to the Contractor s failure to perform or otherwise breached an obligation of such contract. O) State of Michigan Competitors Any information or knowledge Contractor gains during the course of this Agreement concerning the economic development efforts of the State of Michigan, the MEDC or the business conditions or business community in Michigan shall not be disclosed to any public or private party, sovereign authority or foreign government, during the Term and for a period of two (2) years after the later of the Ending Date, the effective date of termination of this Agreement or so long as any information remains confidential pursuant to any contract, law, treaty, resolution or other enforceable promise. P) Irreparable Injury Contractor acknowledges that if it breaches any of its obligations under Paragraphs L and O above, it will cause damages of an irreparable and continuing nature to the MEDC, for which money damages alone will not provide adequate relief. Therefore, in addition to all appropriate monetary damages, the MEDC is entitled to obtain injunctive relief, including, but not limited to, a temporary restraining order to prohibit the Contractor s continuing breach. The MEDC shall have the right to obtain such relief without having to post any bond or other surety. Q) Indemnification and Contractor Liability Insurance Contractor shall indemnify, defend, and hold harmless the MEDC, its Executive Committee, its Corporate Board of Directors, and its employees (the Indemnified Parties ) from any and all liability arising out of or in any way related to Contractor s performance under this Agreement, including any liability resulting from any acts of Contractor s employees or agents. Contractor shall purchase and maintain such insurance to protect the Indemnified Parties from claims that might arise out of or as a result of Contractor's operations. Contractor will provide and maintain its own errors and omissions liability insurance for Contractor s indemnification obligation under this Agreement. The insurance shall be written for not less than One Million Dollars ($1,000,000) of coverage, but Contractor s indemnification obligation is not limited to this amount. A-6